Dear PIs and Administrators:
We have recently added clarification to the NYS Tax Exempt Status sections of our Travel and Purchasing policies. Below are the updated sections of the corresponding policies.
NYS Tax Exempt Status – Travel
HRI is a non-profit organization exempt from New York State Sales Tax on goods and services obtained. Most vendors will extend this exemption to individuals in travel status when HRI is directly paying. If the vendor refuses to allow the exemption, it is recommended that the traveler pay the sales tax. Requests for reimbursement of sales tax paid will be honored when supported by appropriate receipts and necessary justification. Such taxes, if paid, are appropriate charges to the sponsored program. Travelers should request exemption from sales taxes on lodging only when HRI is directly paying, by presenting a Sales Tax Exempt Certificate (ST-119.1) to vendors. The tax exempt form is available upon request to the HRI Travel Unit. Please note that HRI does not have tax-exempt status outside of New York State.
NYS Tax Exempt Status – Purchasing
HRI is a non-profit organization exempt from New York State Sales Tax on goods and services obtained, and directly paid for by HRI. Sales tax should not be included on a Purchase Request. If a vendor has sales tax on the quote, inform them that HRI is exempt from sales tax. A Sales Tax Exempt Certification (ST-119.1) is available upon request to the HRI Purchasing Unit.
An individual cannot use a personal check or personal debit/credit card to make tax exempt purchases on behalf of HRI, even if the individual is being reimbursed by HRI. Such taxes, if paid, are appropriate charges to the sponsored program.
If you have any questions regarding these updates, please contact our Travel or Purchasing Units or the Corporate Controller directly at:
Travel – hritravel@healthresearch.org
Purchasing – eprs@healthresearch.org
Corporate Controller – Teresa Makarowsky, teresa.makarowsky@healthresearch.org
